Office Manager

Why LeoLabs?At LeoLabs, we’re building the living map of activity in space. Through our proprietary global radar network and AI-enabled analytics platform, we collect millions of measurements daily on more than 25,000 objects in low Earth orbit (LEO). Our radar-powered intelligence protects billions in assets, monitors adversarial behavior, and ensures safe operations for commercial and government missions.We’re not just building technology, we are redefining global security, safety, and transparency in space. As orbital activity accelerates and threats grow more complex, LeoLabs is a trusted partner for Space Domain Awareness, Space Traffic Management, and Satellite Operations for top-tier space operators and allied defense organizations.If you're looking to work on mission-critical challenges at the forefront of aerospace, national security, and AI, your impact starts here.The OpportunityWe are seeking a highly organized and professional Office Manager to ensure smooth daily operations at our Headquarters in Menlo Park, CA - a fast-paced corporate and manufacturing environment. This role serves as the front-facing representative of the facility while providing administrative, logistical, and cross-functional support to supply chain, radar engineering, and leadership teams. The ideal candidate is detail-oriented, adaptable, and confident working in a regulated environment, including areas subject to ITAR requirements.Though a full-fledged office environment, our Headquarters primarily functions as a radar engineering, warehousing, and manufacturing hub. Officially, you will be joining the Supply Chain Management department within the Radar team and will report to the Associate Director of Supply Chain Management.This is an on-site role at our Headquarters in Menlo Park, CA, 5 days a week.Responsibilities:Facility & Operations ManagementServe as front-desk point of contact; manage visitor check-in/check-out, badging, background checks, and security protocols (including ITAR compliance)Manage relationships with landlords, contractors, and service vendors (cleaning, utilities, catering, IT, waste management, etc.); oversee contracts, billing, and issue resolutionCoordinate building maintenance, modifications, and facility improvements; conduct routine walkthroughs to identify needs and ensure complianceManage office equipment inventory (furniture, printers, kitchen equipment, refrigeration)Administrative & Supply ManagementAssist with domestic and international new hire onboarding logistics: workspace setup, equipment coordination, badging, and swag distributionManage office supplies and snacks budgets, including vendor selection, ordering, inventory, and kitchen maintenanceHandle incoming/outgoing mail, document scanning, filing, preparation and shipping of legal documents, and secure destruction of confidential materialsSchedule conference room bookings and provide calendar/meeting coordination support to senior leadershipCoordinate catering and logistics for meetings, events, and executive/VIP visitsSafety, Compliance, and CultureEnsure medical and emergency equipment (AED, First Aid kits) are maintained and documented; coordinate CPR training and fire safety protocols with Fire MarshalMaintain emergency evacuation maps and workplace safety documentation; serve as first point of contact for emergency servicesAct as quality representative for internal/external audits; drive closure of action items and maintain ITAR compliance awarenessManage office-wide communications, corporate newsletter, and internal bulletin boardsPlan and execute office events (game nights, BBQ, holiday party, celebrations) and milestone recognition; coordinate team-building activitiesCross-Functional SupportCoordinate with HR on in-office interviews, employee information, and administrative needsCoordinate with Legal for document signatures, notarization, and compliance mattersServe as backup support to Admin team for last-minute office needsAssist with ITAR/NDA form execution and processingCoordinate with IT relating to company devices and security protocolsRun various errands as required (valid driver's license required; mileage reimbursement provided)Required Qualifications5+ years of office administration, operations, or facilities management experience (manufacturing or enterprise environment preferred)Ability to manage multiple priorities independently, take initiative, and work with minimal supervisionExcellent organizational, time-management, and communication skills; comfortable interacting professionally with all levels of staff, leadership, and external stakeholdersAbility to handle sensitive and confidential information with discretion and sound judgmentHigh attention to detail with strong problem-solving mindsetProficiency in Microsoft Office Suite (Word, Outlook); ability to maintain spreadsheets, contact lists, and distribution listsExperience managing vendor contracts, relationships, and billingComfortable with light cleaning tasks and running errandsPreferred QualificationsExperience in manufacturing, warehouse, or regulated environmentsExperience coordinating events, meetings, and catering logisticsKnowledge of health & safety compliance, emergency protocols, and facility managementFamiliarity with IT security protocols and device managementExperience with document management systems and confidential document handling Physical Demands & Work EnvironmentThis on-site role requires sitting at a desk for extended periods, walking the facility multiple times daily, lifting light items (up to 25 lbs), and working effectively in a fast-paced manufacturing and warehouse environment with light industrial noise and activity.